CARES Data Entry Administrative Assistant

JOB ASSIGNMENT: Curriculum, Assessment, and Regional Education Services (CARES)

ORGANIZATIONAL RELATIONSHIP: The position reports to the CARES Leadership Coordinator or in their absence, to the Adult Education Program Manager.

JOB DEFINITION: The CARES Data Entry Administrative Assistant provides secretarial, technical, and marketing support for designated CARES programs, which includes the Driver Education program. 

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Serve as the administrative assistant for all assigned CARES programs including Drivers Education.
• Assist the CARES Leadership Coordinator with the general management and organization of day-to-day operations of all assigned programs.
• Assist the CARES Leadership Coordinator and program managers with special projects, new projects and newly assigned projects.
• Assist the CARES Leadership Coordinator and program managers in marketing of the Drivers Education and assigned programs to the public.
• Perform word processing, data entry, typing, duplicating, and filing tasks for all assigned programs.
• Develop, maintain, and distribute a listing of designated programs and contact people.
• Conduct and maintain electronic and paper files following all data security and applicable laws and regulations to personally identifiable information.
• Maintain ongoing communication with the CARES Leadership Coordinator regarding the collection and reporting of data.
• Answer phones and direct calls to appropriate program staff.
• Process workforce development applications and registrations as well as view and verify the authenticity of background clearances and complete E-Verification of program participants while adhering to the standards and requirements of Security Awareness Training.
• Assist with overall support for the Driver Education program by performing duties necessary to the functions of the program.
• Assist with driver education communication with the Pennsylvania Department of Education (PDE) and PennDOT.
• Process and coordinate Drivers Education and Adult Education student applications.
• Assist with Credentia nurse aide test site host building monitor.
• Track and monitor technology assignments and semi-annual reviews for assigned projects.
• Assist in mail and support service distribution in designated programs.
• Schedule conference rooms and catering needs for meetings and special events.
• Assist in making the arrangements for special events, including registration and attendance records for meetings, workshops, and conferences for designated programs.
• Evaluate and process program support service requests to the CSIU business office.
• Work cooperatively with the business office to ensure proper financial management of supportive services.
• Contact local vendors to request and set up direct billing for participant support services.
• Provide internal and external customer assistance.
• Other clerical duties as assigned by the CARES Leadership Coordinator or their designee.

OTHER MAJOR DUTIES AND RESPONSIBILITIES: This job description in no way states or implies that the duties listed represent all of the job responsibilities for this position. The CARES Leadership Coordinator has the prerogative to assign other job-related responsibilities.

PROFESSIONAL DEVELOPMENT REQUIREMENTS:

• Attend all required meetings, and trainings to maintain accurate and current knowledge and skill sets related to programming.
• Attend relevant conferences, trainings, and in-services to maintain and enhance professional development as recommended by the immediate supervisor or required of the position.

EDUCATION, EXPERIENCE AND SKILLS REQUIRED:

• Minimum requirement is an Associate’s degree in business administration or related field and at least one (1) year of experience working as administrative assistant, school business, data entry/data management, or technology area required. Will consider a High School Diploma or equivalent General Education Diploma (GED) and a minimum of six (6) years’ work experience as an administrative assistant, school business, data entry/data management, or technology area.
• Excellent computer skills, including the use of Microsoft Word and Excel software to create documents/spreadsheets and proficiency using Google Platforms and email systems with attachments required.
• Adept at using virtual meeting platforms such as Skype, Zoom, and Microsoft Teams. 
• Excellent keyboarding skills and the ability to type accurately for entering data and statistical reports required. This requires concentration and attention to detail to ensure correct data.
• Working knowledge of office equipment and processes.
• Excellent organizational, time management skills and detail-oriented. Must be able to multi-task and prioritize projects.
• Excellent interpersonal, verbal, and written communication skills, including customer service skills. The ability to express ideas clearly and concisely is
• Ability to gather facts, analyze and summarize pertinent data, recognize potential problems, and recommend alternative solutions required.
• Ability to establish and maintain effective working relationships with colleagues, co-workers, and community agency personnel, including county and state entities.
• Receptive to learning new skills and responsibilities as the job requires.
• Ability to maintain confidentiality and interact with co-workers, field staff, and businesses in a positive, professional manner.
• Ability to work independently with minimal supervision in a responsible and professional manner.
• Must stay current with CSIU policies.

ADDITIONAL ELIGIBILITY QUALIFICATIONS:

• Current, approved Act 34 (PA State Police), Act 151 (PA Child Abuse Registry), and Act 114-FBI Fingerprint clearances are required and must be renewed at appropriate, specific intervals pursuant to Act 153 of 2014 (revised Act 15 of 2015).
• Current, approved Act 126 Mandated Reporter Training certificate showing completion of a minimum of three (3) hours training every five (5) years.

PHYSICAL REQUIREMENTS:

• Sedentary: Able to sit for extended periods of time at a desk and working on computer, occasional walking, standing (as necessary), and able to lift and carry up to 25 pounds.
• Dexterity: Finger movements (computer keyboard, calculator), eye-hand coordination (office equipment, etc.).
• Audio-Visual Requirements: Within normal range with or without correction.
• Is able to move throughout all buildings, floors, and grounds.
• Worksite Environment: Primarily indoors-office setting with occasional exposure to outdoor elements/climate during the day.
• Mental demands: Steady response to unpredictable situations, ability to remain calm and productive during stressful situations. Demonstrates independent judgment, discretion and is able to manage multiple projects and deadlines.
• Ability to travel to various work site locations and meetings as needed.

TIME AND SITE REQUIREMENTS:

• This is a full time, non-exempt position working 37.5 hours per week, 260 days per year. Additional working hours must be pre-approved by the immediate supervisor.
• Occasional travel to seminars and trainings may be required.
• Attendance at work is a requirement of this position; any and all absences must be approved by the immediate supervisor.

CSIU PROPERTY AND CONFIDENTIALITY REQUIREMENTS:

1. All property, including intellectual property, materials, equipment, or actual products and services developed or accrued as part of the job duties and responsibilities listed above, is the property of the CSIU. It may not be used for personal profit or gain and will be relinquished to the CSIU upon termination of employment from the CSIU.
2. The person employed in this position shall maintain confidentiality with regard to the personal and private information about clients and coworkers, programs and services, and any other proprietary information accrued as a result of CSIU employment or as required by state or federal laws and regulations.
3. The person employed in this position must adhere to all requirements identified in the code of professionalism entitled "Ambassadors Are Professionals Too” and CSIU Administrative Regulation 317-AR-1 CSIU Service Standards.

The position holder must be able to perform the essential job functions with or without reasonable accommodation.  It is the responsibility of the employee to inform their supervisor and the Director of Human Resources of the need for any accommodations that may be required.

Salary : $16 - $23